Client‑Ready Office Administrator | Operations & Calendar Pro

ACOMB OSTENDORF & ASSOCIATES LLC; Winter Park (FL); On-site; USD 42,000 - 54,000; Full time

Job summary

AOA is seeking an experienced Office Administrator in Winter Park, FL to keep day-to-day operations smooth and professional. You will support executives, manage calendars, coordinate meetings, and handle logistics from events to vendor coordination, ensuring a client-ready environment and seamless office operations.

The role requires strong organization, discretion with confidential information, and a proactive mindset to support both operational and cultural activities within a fast-paced firm.

Qualifications

• Bachelor’s degree preferred.
• 3–5+ years of administrative experience.
• Proven success in supporting executives and managing sensitive, confidential information.

Responsibilities

• Provide administrative assistance to the Team, ensuring information is handled with professionalism and discretion.
• Manage calendars, coordinate meetings, and support time management for the office.
• Prepare and reconcile expense reports.
• Assist with special projects, business development initiatives, and client preparation as needed.
• Coordinate logistics for client visits, internal meetings, and presentations (including catering, materials, and room setup).
• Attend and assist with company events, community engagements, and industry gatherings (TEA, IAAPA, etc.) as needed.
• Maintain a “client-ready” office environment daily, ensuring the workspace reflects AOA’s standards of quality, cleanliness, and hospitality.
• Monitor and communicate with vendors and service providers to ensure reliability and quality.
• Serve as the primary contact for building maintenance, and HVAC issues
• Oversee supply inventory, including paper products, snacks, beverages, office materials, and kitchen/bathroom items—organizing recurring orders and vendor communication.
• Share responsibility with the Senior Creative Administrator for mail, deliveries, and shipping; notify team members of arrivals.
• Order and display office awards, maintain décor and seasonal displays and coordinate hurricane prep as needed.
• Oversee ATMOS conference room scheduling and ensure timely acceptance or declination of booking requests.
• Coordinate technology setup for meetings, client visits, and video calls; communicate IT needs to the Tech Team or external support.
• Support out-of-state employees and guests visiting the office, assisting with logistics and workspace preparation.
• Support with tasks such as mail coordination and invoice notarization
• Maintain alignment and daily communication with the Creative Administrator on general office matters.

Skills

Organization

Communication

MS Office

Problem-solving

Attention to detail

Proactive

Education

Bachelor’s degree preferred

Job description

AOA is seeking an experienced Office Administrator in Winter Park, FL to keep day-to-day operations smooth and professional. You will support executives, manage calendars, coordinate meetings, and handle logistics from events to vendor coordination, ensuring a client-ready environment and seamless office operations.

The role requires strong organization, discretion with confidential information, and a proactive mindset to support both operational and cultural activities within a fast-paced firm.